RFP 19-13 FPD Conference Room Renovation

Agency: City of Fairbanks
State: Alaska
Type of Government: State & Local
NAICS Category:
  • 236220 - Commercial and Institutional Building Construction
  • 721110 - Hotels (except Casino Hotels) and Motels
Posted Date: Oct 6, 2019
Due Date: Oct 18, 2019
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP 19-13 FPD Conference Room Renovation
Bid/RFP Status:
Open - accepting bids and proposals
Bid/RFP Due Date:
Friday, October 18, 2019 - 2:00pm
Bid/RFP Reference Number:
RFP 19-13 FPD Conference Room Renovation

Attachment Preview

REQUEST FOR PROPOSAL
FOR
FPD CONFERENCE ROOM RENOVATION
RFP #19-13
Issue Date:
Mandatory Pre-Proposal Conference:
Pre-Proposal Question Deadline:
Proposal Deadline:
Proposal Delivery Location:
Proposal Review:
Purchasing Contact:
October 4, 2019
October 10, 2019 @ 10:00 AM
Fairbanks Police Department
911 Cushman Street
Fairbanks, AK 99701
October 14, 2019 @ 5:00 PM
October 18, 2019 @ 2:00 PM
City Clerk’s Office
800 Cushman Street
Fairbanks, Alaska 99701
October 18, 2019 @ 2:00 PM
Christina Rowlett, Purchasing Agent
Phone: 907.459.6779
Preferred Method of Contact
Email: purchasing@fairbanks.us
This is not an order. The attached terms and conditions shall become part of the contract resulting from
this Request for Proposal. Proposals shall be submitted in the indicated format. Original signatures
must be submitted on the form provided herein.
Table of Contents
City of Fairbanks RFP #19-13
Page 2 of 21
Announcement
Page 3
Section 1 – Instructions
Page 4
Section 2 – Specifications / Scope of Work
Page 8
Section 3 – Terms and Conditions
Page 10
Section 4 – Required Forms
Page 14
1. Proposal Form
2. Non-Collusion Statement
3. Price Sheet
4. Offeror Questionnaire
5. Business License Waiver
6. W-9 and Vendor Registration
Page 15
Page 17
Page 18
Page 20
Page 21
Separate Attachment
City of Fairbanks RFP #19-13
Page 3 of 21
Announcement
Request for Proposal
The City of Fairbanks is requesting proposals from firms qualified and interested in providing:
FPD CONFERENCE ROOM RENOVATION
RFP #19-13
DESCRIPTION: The City of Fairbanks is requesting proposals for FPD Conference Room
Renovations.
PROPOSAL DOCUMENTS: A copy of this RFP can be obtained on the City of Fairbanks website,
www.fairbanksalaska.us. It is the Offeror’s sole responsibility to check this website for
additional information and / or addendums. Any RFP may also be requested by contacting the
Purchasing Agent listed in this document. If you have any questions call the Purchasing Agent
listed in this document.
MANDATORY On-Site Inspection will be on Tuesday, October 10, 2019 at 10:00 am.
Sealed proposals are due PRIOR to the deadline of October 18, 2019, 2:00 PM. Sealed proposals
must be delivered to the City of Fairbanks, City Clerk’s Office, located at 800 Cushman Street,
Fairbanks, Alaska 99701. Late proposals will not be accepted – NO EXCEPTIONS. It is the
Offeror’s responsibility to confirm the proposal documents are received.
PUBLISHED: Fairbanks Daily News Miner on 10/7, 10/9
Section 1 – Instructions
City of Fairbanks RFP #19-13
Page 4 of 21
1. Communications: The only communication concerning modifications, clarifications, questions,
amendments, and addendums will be processed through the Purchasing Agent listed on the
cover page. No contact with any other agents of the City is permitted and will be grounds for
disqualification. Any exceptions to this will be clarified in this document.
2. Pre-Proposal Questions and Information: If an Offeror finds a discrepancy, error, or omission
in this document they are instructed to contact the Purchasing Agent, listed on the cover page,
who will send written clarification to all prospective offerors and posted on the City of Fairbanks
website. All questions must be submitted to the Purchasing Agent in writing via e-mail:
purchasing@fairbanks.us or by mail: City of Fairbanks – Purchasing, 800 Cushman Street,
Fairbanks, AK 99701, by the deadline listed on the cover page of this document. All answers
will be issued in writing.
3. Mandatory Pre-Proposal Meeting: A pre-proposal meeting may be held for this RFP. If so,
the date, time, and location will be listed on the cover page of this document. Project Managers
and other staff may be available at this meeting to answer questions that have been submitted.
Additional questions may be answered at this meeting and, if so, they will be documented and
issued in an addendum. All questions and answers will be formalized and issued in an
addendum. Attendance at this meeting is mandatory.
4. Modifications: Clarifications, questions, amendments, and addendums may be made to this
document by the City at any time prior to the proposal submittal deadline. It is the Offeror’s sole
responsibility to check the City website for these updates and or addendums.
5. Proposal Submission: All required documents must be submitted by mail, express service or
hand delivered, in a sealed envelope, box, or package and clearly marked with the RFP title,
RFP number, submittal date and time, and the Offeror’s company name, address, phone
number, and contact name.
All required documents must be delivered to the City Clerk’s office at 800 Cushman Street,
Fairbanks, Alaska 99701 prior to the deadline listed on the cover page of this document. This
responsibility rests entirely on the Offerors, regardless of delays with mailing or any other
reasons. Proposals can be accepted by the Clerk’s office Monday – Friday between 8:00am –
5:00pm, except for City Holidays, which are listed on the City of Fairbanks website. The Clerk’s
time stamp is the official time stamp of receipt.
a. The accepting and opening of a proposal document does not constitute the City’s
acceptance of the Offeror as a responsive and responsible Offeror. By accepting and
opening a proposal, the City only presumes the Offeror is familiar with the proposal
documents and agrees and understands all requirements in this document.
b. All prices and notations must be typed or written in ink. Pencil markings will not be
accepted. Any mistakes must be crossed out and initialed by the person signing the
proposal.
c. Proposals will not be accepted via facsimile or email.
City of Fairbanks RFP #19-13
Page 5 of 21
d. All costs associated with preparation and presentation of this proposal are the Offerors’
responsibility. No pre-proposal costs will be reimbursed to any Offeror. All
documentation submitted to the City will become property of the City.
6. Confidential and Proprietary Information: If any information is confidential, it should be
placed in a separate sealed envelope and marked CONFIDENTIAL. If any information is
proprietary, an original shall be delivered which is clearly marked PROPRIETARY and an
additional copy shall be submitted omitting the proprietary information for city use. The copy
containing proprietary information will be solely for city use and then disposed of after the
proposal is awarded. The omitted copy will remain on file as part of the RFP documents for
future use or records requests.
7. Exceptions: Any exception must be clearly defined and referenced to the proper section or
paragraph of this document. The exception must include the Offeror substitution language and
explanation as to the reason why this would provide an equivalent or better service or product.
If no exceptions are explained in this proposal submittal, the City will assume the Offeror can
perform accordingly.
8. Bid Guarantee: Per the Fairbanks General Code Sec. 54-163, bid security is required for all
construction contracts. Bid security must be in an amount equal to at least:
a. Ten percent (10%) of bid amount if bid amount does not exceed $100,000; or
b. Ten percent (10%) of the first $100,000 and five percent (5%) of the amount of the bid
over $100,000, up to a maximum of $200,000 in security.
9. Duplicate Proposals: The City will only accept one (1) proposal per Offeror, including its
subsidiaries, affiliated companies, organizations, or franchises. If multiple proposals are
received from the same Offeror, all proposals from the Offeror will be rejected.
10. Withdrawal or Corrections: Proposals may be withdrawn by written notice prior to the
submittal deadline. Corrections may be made to proposals submitted if prior to the submittal
deadline.
11. Rejection: The City reserves the right to reject any or all proposals and to waive any minor
informalities or irregularities in proposals received if it is determined by the Purchasing Agent
that it is in the City’s best interest to do so. If any Offeror fails to provide any requested
information in the consideration stage of the evaluation process, its proposal will be deemed
non-responsive and rejected without any further evaluation. The City may reject any proposals
from any Offeror which is in arrears or in default to the City on any contract, debt, or other
obligation. The City may reject a proposal if the Offeror has been debarred per Fairbanks
General Code Sec. 54-297 or has violated any other section of the Fairbanks General Code.
The City may reject a proposal if the Offeror has been debarred by the State of Alaska or any
Federal agency. The City has the right to reject all non-conforming, non-responsive, and
unbalanced proposals.
12. Procurement Policy: Procurement for the City is based on the Fairbanks General Code Sec.
54 – Procurement and any applicable State of Alaska statutes. The Fairbanks General Code is
available online at www.fairbanksalaska.us.

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